PURCHASING > Utility > Purge and Archive History > Close-out obsolete PO lines
This utility is used to close obsolete PO lines, that is, PO line items that were not closed out as a regular course of business by processing receipts or invoices.
Alternatively, you can process receipt and/or invoice transactions using the applicable utilities to close out PO lines individually.
This utility is typically used when a large number of POs need to be closed out. For example, if you set up (enable) the Receiving or Invoice Modules and then decide not to use a module but forget to disable the module, POs will remain open awaiting receipts/invoices.
IMPORTANT: POs must be closed (either by entering transactions for the modules you have enabled or by using this Close Out utility) so that they can be archived. POs will be closed based on the quantity received to date. If there is a quantity outstanding (i.e. PO was entered for an amount greater than the amount received), the original PO amount will be adjusted to match the amount received. If there are outstanding receipts that have not been matched to an invoice, a system generated invoice will be put through for the open receipt amount (with the invoice number as "ADJ. CLOSE"). |
Questions & Options
1.Select how you would like to close-out Purchase Orders. Your choice will determine which POs will show in the list on the next screen, and how the related transactions will be closed out, as follows...
2.If the A/P Interface has been enabled, you will have the option to log the auto-invoices to the interface holding file to be transferred to your accounting system.
This screen is used to select the PO line items that you would like to close out. To close a line, click the box (
) in the "Close?" Column or use the [SELECT] button. A check mark (
) in the Close Column indicates that the item is marked to be closed. Use the [ALL] button to select/check all lines in the list. Select [PROCESS] to process (close-out) the selected line items and return to the main menu.
Use the [FILTER] button to limit the POs that show in the list. TIP: you can use the [FILTER] button and then click [ALL] to quickly close-out groups of items (e.g. all POs for a certain user, cost center, etc.).
The date that the PO line was last updated (received, released or invoiced) is listed along with other summary information. Select [VIEW PO] to see additional details.
NOTE: The number of lines that can be processed in one batch is limited. If the range of POs to be closed out exceeds the size of the batch (i.e. there are still more POs to close), you will be returned after processing the batch.
